Home Care Commission Minutes November 7, 2019 - Oregon · Web viewOregon Home Care Commission...

Oregon Home Care Commission (OHCC)Meeting Minutes November 7, 2019

Members Present: Ruth McEwen (Chairperson), Paul Johnson, Mike Volpe, Marsha Wentzell, Gabrielle Guedon (Phone), Mark King (Phone), Randi Moore

Members Absent: NoneOthers: Judith Richards

Staff: Nancy Janes, Cheryl Miller, Nancy Sodeman, Jenny Cokeley, Yetu Dumbia, Roberta Lilly, Kelly Rosenau

Meeting Called to OrderThe meeting was called to order at 10:09 AM by Chairperson McEwen.IntroductionsNone.Adoption of AgendaCommissioner Johnson moved to approve the agenda. Commissioner Moore seconded. Motion carried. Commissioner Johnson suggested adding a discussion about recruitment of new Commissioners to the next meeting agenda.

Commissioner Moore said, “talking about recruitment,” she and Commissioner Volpe had been talking about his difficulty in finding a new homecare worker (HCW). She asked what OHCC has been doing to recruit new workers. Cheryl Miller, Executive Director of OHCC, responded that the GIS data shows that there is not a lack of workers. The ratio of consumer to worker is around 1.2. What the real issue is, she asserted, is getting the right worker at the right place at the right time. This is stated in the Strategic Workforce Development Plan. Cheryl shared several examples of recruitment efforts OHCC has undertaken to help bring solutions to this challenge:

Connecting with field offices to provide recruitment and meet and greet events.

Worked with Cascadia in Portland to recruit and inform Personal Support Workers (PSWs) – Mental Health (MH).

Worked with the Union and Department of Human Services (DHS) to create pathways for higher wages for HCWs and PSWs. Beginning in January 2020, they will be paid a base wage of $15/hour which is among the highest in the nation.

Workers can add to their base wage through Professional Development Certification (PDC), which will add $.50/hour ($15.50/hour total as of 1/2020).

Workers with Enhanced Certification, who work for a consumer who is

Oregon Home Care Commission Minutes November 7, 2019 of 21

assessed with enhanced needs will earn an additional $1/hour ($16/hour total as of 1/2020).

Workers with Exceptional Certification, who provide services for an individual assessed with exceptional needs or a VDQ consumer, will earn an additional $3/hour ($18/hour total as of 1/2020).

Working on a pre-assessment tool to recruit workers who are passionate for this area of work.

The Workforce Development website was developed and has videos of consumers and workers describing the work.

Partnership with Self-Sufficiency. OHCC has participated in numerous job fairs, including in Ontario, where they

recruited English-speaking and other language-speaking workers. Providing flyers and promotional materials to local offices.

Commissioner Moore asked when the GIS data was last gathered and if she could get a copy of the report. Cheryl said updated data is shared on a regular basis at the Workforce Development Committee meetings, it is used for the ERC contracts, and it is reported at the Office of Aging People and Disabilities (APD) Quarterly Business Report (QBR). Commissioner Moore asked if they should contact Cheryl with recruitment ideas if they wanted to do a more local, HCW recruitment. Cheryl responded “absolutely.” She shared that OHCC will be going down to Douglas County to an adult support brokerage to support them in recruitment efforts and to share information with current workers. OHCC also offers the Ready, Set, Work! class which trains people on the Registry. All these efforts are designed to support the consumers. Meet and Greets have also been held to help connect current workers with consumers. Cheryl added that several onboarding tools are included with the Employer Resource Connection (ERC) materials to support consumers with hiring. One of the tools helps people decide what kind of worker they are looking for. Another tool helps consumers develop interview questions.

Commissioner Moore said all that information sounds good and yet Commissioner Volpe, who has recruited workers successfully in the past, is having difficulty like never before in finding HCWs now. Cheryl responded that that gets back to the issue of finding the right person at the right place at the right time. She said we need to focus on finding the right person and sometimes that can be a challenge. She stated that ERC program services are available to help support individuals, but it is their choice to access those or not. She stated that OHCC staff is willing to come alongside consumers to support them as well.

Commissioner Wentzell suggested that perhaps there is a way to create a subsection in the Registry that lists workers with higher level skills. She noted that


not all Exceptional-Certified workers are looking for consumers since many work for family members. Cheryl noted that through the collective bargaining agreement, Certified Nurse Assistants (CNAs), Licensed Practical Nurses (LPNs), and Registered Nurses (RNs) with current certificates/licenses will now be able to substitute those for the PDC safety-type and elective courses with their initial PDC application. They will receive the PDC rate after completing three required courses, so that should bring in some more workers. She said that workers are also encouraged to include any specialized training in their personal statement which can be useful in the selection process. Consumers with enhanced care needs can also find workers they like and have them go through the enhanced-certification process so they can get a higher rate of pay. If a consumer is in that situation, OHCC is willing to customize the training process to help expedite the worker’s certification. Cheryl added that OHCC is currently working with Oregon State University (OSU) to revise the Enhanced curriculum, which will include online and in-person trainings which could speed up the certification process.

Commissioner McEwen requested a chart that lists out the different pay rates and certification levels in a summary format. Approval of MinutesCommissioner Johnson moved to approve the October 2019 minutes as written. Commissioner Wentzell seconded. Motion carried. AnnouncementsDiscussion was held on whether the Commission would meet on January 2, 2020. The 503 Training Partnership was concerned that the curriculum would not be approved in a timely manner if the Commission does not meet on 1/2/20. She wanted to hear from the Commissioners on their availability. Cheryl thanked Commissioners Wentzell and McEwen for being part of the internal curriculum review committee. She later apologized and added that Commissioner Johnson is also on the committee. It was determined there would be a quorum on January 2, so the meeting will be held as scheduled.

Commissioner Johnson asked about the curriculum review process between now and the 1/2/20 meeting. Cheryl answered that the Training Partnership should be submitting the curriculum to OHCC on 12/10/19. Patrick Van Orden, OHCC Operations Policy Analyst, will do the initial review and communicate any necessary changes to the Partnership. Then, the internal review committee, which includes Commissioners, will go over the curriculum. Additionally, the curriculum must be presented to the Developmental Disabilities (DD)/Mental Health (MH) Committee. Once the curriculum arrives to the Commission, the Commissioners on the review committee will be prepared to make recommendations. The Training Partnership is aiming to get the curriculum in to OHCC in December so they can start the pilot in


February.

Commissioner Wentzell asked if OHCC would be receiving an outline of the curriculum or the actual curriculum to review. Cheryl responded that the Training Partnership will send in the actual curriculum. Commissioner Wentzell requested hard copies of the material for review.

Commissioners McEwen and Johnson commented that it seems like a fast turnaround time for the curriculum approval. Cheryl replied that is why having Commissioners on the internal review committee is important, so they can provide feedback on behalf of the Commission along the way. She added that the process could be slowed down if:

The curriculum is submitted late. There are significant changes that need to be made to the curriculum.

Commissioner Wentzell asked where the pilot will take place and Cheryl responded that it will be in Clackamas County. Orientations and incumbent seminars will be held in English only at first. Commissioner Volpe asked when the pilot would start. Cheryl responded that the Training Partnership is hoping to start in February.

A reminder was shared that there will be a planning meeting on November 21 at 3:00 PM, regarding the Commissioner video that will be used with case managers. Commissioner Wentzell asked if there was a set purpose or goal for the video, and it was clarified that this is what will be discussed at the 11/21 meeting. Commissioners were asked to bring topics/questions/ideas to cover at the meeting. Public Testimony None.OHCC Budget UpdateCheryl Miller, OHCC Executive Director, presented the budget.

Cheryl reported that the budget shows a small savings at the end of the biennium if the current trend continues. She also referenced the personal services budget which was discussed in detail at the October 3, 2019 meeting. Cheryl said we would see increases in the personal services budget as time goes on due to the formation of the new Complaint Resolution Unit that was not previously budgeted. The Office of Aging and People with Disabilities (APD) is planning on there being enough savings to cover the increase.

Commissioner Wentzell asked if the OHCC budget is based on the general population that is aging. Cheryl replied that it is based more on the activities of


OHCC. When the scope of OHCC’s work expands, the budget has increased in the past. For example, budget increases followed the addition of PSWs, Community Health Workers, Enhanced and Exceptional Certifications, the Registry, and workforce development. Commissioner McEwen asked if savings at the end of the biennium negatively impacts OHCC’s budget in the next biennium. Cheryl responded that it has not in the past. The only reductions that have been made were more global in nature. Commissioner Moore asked if savings go back into the General Fund budget for reassignment or if they are carried over to the next budget. Cheryl answered that they are not carried over since a large percentage of OHCC’s budget is from the General Fund.

Cheryl reviewed the budget break-downs for the following:

OHCC Admin Units:

Administration – salary, staffing. Training – contracted trainers, development of materials, venues, newsletters

(design and mailing). Some of the expenses are federally-matched. Commissioner Volpe asked how many trainers OHCC contracts with. Cheryl responded that there are 20 trainers.

Employee Resource Connection (ERC) – services for PSWs and HCWs. This budget includes some federally-matched funds.

Registry – Administrative rate match. The burn rate is a little high because the Office of Information Services (OIS) is working on upgrades to the Registry that should be rolled-out mid-December. Communication will be sent out around the changes and testing will take place in early December.

Commissioners – trainings, mileage, travel, stipends (for attending Commission meetings or representing the Commission at other meetings). Cheryl asked Commissioners to let her know if there is interest in attending trainings, such as the Bootcamp training that the Oregon Association of Area Agencies on Aging and Disabilities hosts.

Workforce Development – materials, posters, and flyers for local offices, travel, printing, OHCC marketing giveaways.

Cheryl said that all APD districts have Service Equity Plans and those often include reaching groups in their community that have not traditionally been served. For example, OHCC has supported local offices in their recruitment efforts at the Native Caring Conference and has worked with the Tribal Nations.

Commissioner Moore asked if there would be workforce funds available for local recruitment campaigns, such as advertisements before a movie or radio ads. Cheryl


asked that individuals contact her directly with their ideas and questions. Cheryl said that OHCC typically tries to work with free sources, such as the State’s communication department to write Public Service Announcements, Chambers of Commerce, putting free ads in local papers or placing free ads on local radio stations. She noted that Facebook announcements can be particularly effective in reaching individuals in smaller towns. An additional untapped area for recruitment is high schools that offer programs for students who are interested in the healthcare field. OHCC has plans to connect with the Oregon Department of Education to facilitate meeting with these students and presenting the work of the Oregon Home Care Commission.

Commissioner Wentzell inquired if OHCC workforce publications are available in libraries, school guidance counselor resource centers, and senior centers. Cheryl said they are not, but she would connect with Patrick Van Orden, OHCC Program Analyst, to follow up on those ideas. She also encouraged Commissioners to attend the Workforce Development Committee meetings to share and advocate for their ideas.

Cheryl shared that OHCC tries to customize recruitment events and advertising to the unique needs of each organization. She shared an example of CLCM, a support brokerage, that requested an OHCC visit. In planning the visit, it was determined that an Open House during the time that workers are dropping off their time sheets would be ideal for CLCM. During the Open House, the OHCC team will explain the Registry, inform on trainings, and provide a sign-up for orientation. OHCC will later follow up the Open House with an orientation at their office. OHCC will also be hosting orientations in their office on a regular basis.

PSW – DD/MH: Cheryl noted there have been some expenditures in training and ERC services.

Traditional Health Workers: Will most likely receive additional funding as Yetu Dumbia, THW Coordinator, is revising the curriculum and will be hiring some contracted trainers.

Enhanced and Exceptional Workers: The budget will most likely be spent on the work that is being done with OSU to revise the training.

Training Stipends: Cheryl highlighted that the burn rate for training stipends for PSWs – DD is nearly the same as HCWs which is unusual. This indicates that PSWs are accessing training more frequently.


Cheryl shared some anticipated increases in spending for the PSW – MH budget due to increased involvement with community mental health providers. Additionally, the Oregon Health Authority’s (OHA) Health Systems Division (HSD) contracted with an organization that, beginning in January 2020, will be responsible for determining eligibility of consumers for the State Plan Personal Care (PC20) program. [At this point, Commissioner McEwen clarified that she would also like terms, such as PC20 included in the chart of the different worker rates]. APD, OHA and the Office of Developmental Disabilities Services all have State Plan Personal Care programs. In the past, it was named PC20 because service hours were limited to 20 hours. Now there is an exception process whereby consumers can qualify for more hours. The contractor will be meeting with the Oregon Home Care Commission to understand what sort of information they need to share with PSWs regarding orientation, ERC services, and training.

Cheryl reminded the Commissioners that the small amount of revenue that used to come in, came from Adult Foster Home Providers that attended training. After discussions with APD, it was decided to offer them the training for free.

Cheryl shared that she, Carla Bird (OHCC Fiscal Budget Analyst), and Roberta Lilly (Training and Registry Manager) meet on a regular basis to go over the budget in more detail. Commissioner McEwen expressed appreciation for the easy-to-read budget format.

Cheryl finished the report by sharing that there are two budgeted areas that OHCC is responsible for reporting on and assigning policies for but are in the matched APD Program budget - stipends and workers’ compensation insurance.

Commissioner Volpe asked if Cheryl knew the number of PSWs versus HCWs. She did not have that information off the top of her head but said she would look at the GIS data for that answer. She said that she knew the numbers are close to even. The global homecare workforce in Oregon is close to 50,000 workers; not all of those are actively working or being paid each month. At the Home and Community- Based Services Conference Cheryl attended, Cheryl said she kept hearing other states talking about how they can’t find enough workers due to low pay. No other states are paying anywhere near $15/hour. Most states also don’t offer training to their workers. Cheryl noted that a significant difference in these states, is that it is not a represented workforce. ONE/Integrated Eligibility Project ReportCommissioner McEwen shared a map of anticipated Eligibility Customer Service Center locations around the state. Judith Richards, Chair of the Disability Services Council with NorthWest Senior and Disability Services, shared about a meeting that


she and Commissioner McEwen attended with the Business Broadband Advisory Council, which included Senator Roblan and a representative from Cyberoregon.com whose stated mission is, “Building tangible solutions to protect the digital lives of all Oregonians.” Commissioner McEwen shared the map of ONE Eligibility office locations. Meeting participants had not heard of the project and the main concern expressed was if the broadband system would be ready for the ONE Eligibility Project rollout- especially in the Eastern and Southern sections of Oregon.

Commissioner McEwen and Judith also attended the CCO 2.0 conference and met a group of IT people there that they shared the map with. They were very interested and requested a follow-up meeting for more information. Commissioner McEwen and Judith will be meeting with them on November 8. The group is led by the Northwest Business Development Director of the i360 Healthcare technology solution. This group has a strong interest in bringing telemedicine to Oregonians. They are discussing a program that would provide free devices to individuals in need, to facilitate access to medical care. Commissioner McEwen was able to provide some constructive feedback to them regarding some basic health questions that should be included, such as access to healthy food. Cheryl commented that those basic questions may have been missed because there were no consumers involved in the process. There is also a concern about HIPAA that should be considered. Cheryl asked if they had reached out to Fariborz already. Commissioner McEwen said yes and continued with the following information.

On November 21, Commissioner McEwen and Judith will be meeting with Department of Human Services (DHS) Director Fariborz, Nate Singer, and Kimberly Fredlund. Commissioner McEwen shared that it is their goal to get all three parties – the Business Broadband Advisory Council, the IT group from the CCO 2.0 conference, and DHS – in the same room to discuss the upcoming changes. Judith spoke about consumers, particularly in Eastern and Southern portions of the state, who experience issues with computer accessibility. Even those who do have access to a computer may struggle with how to use it. She expressed hopes that offices will be set up, with staff readily accessible, to help these consumers through the ONE eligibility system. Cheryl said she thought they had planned for this, but it would be a good question to ask Angela Munkers, APD Field Services Manager, when she attends the December Commission meeting. Commissioners were encouraged to send Cheryl questions for Angela about ONE eligibility before thenext meeting, so she could share those with Angela in advance.

Commissioner McEwen said that she realized that these issues weren’t directly related to OHCC, but she felt this information was important to be aware of because it will affect the individuals we all work with.


Governor’s Commission on Senior Services (GCSS)Commissioner McEwen shared that she staffed a table at the Oregon Gerontological Association Conference. Around her she saw tables for the Oregon Healthcare Association, AARP, and OHCC- all of who were focused on caregiving. She expressed a desire for more collaborative work between these different organizations. Commissioner McEwen said she would send materials from the conference to Commissioner Wentzell.Oregon Association of Area Agencies on Aging and Disabilities (O4AD)Commissioner Moore, Oregon Cascades West Council of Governments Director, reported that the Association of Area Agencies on Aging (AAAs) are now working on their 2021-2025 strategic Area Plans. The plans are required to determine how AAAs will utilize their Older Americans Act Funding. Plans will be due the fall of 2020. Opportunities for advocacy include working with AAA councils to help support plan development and participating in community needs assessments.

Next summer, the National Association of Area Agencies on Aging and Disabilities (N4AD) Conference will be held in Portland. Planning committees are being developed and agenda items discussed. There will be opportunities to volunteer for reduced rates (and possibly free entrance) to the conference. They are seeking a Tribal representative for the planning committee. They haven’t heard back from messages they have left yet. Cheryl suggested they call Rebecca Arce for assistance and Commissioner Moore replied that they have been working with her. At the conference, innovative projects/programs that support seniors and people with disabilities, will be recognized. The deadline for nominations is soon. Commissioner Volpe suggested that Oregon’s CCO 2.0 should be presented as an innovative program at the national conference. Cheryl suggested nominating the Employer Resource Connection (ERC) as well.

Commissioner Moore also shared about Change Leaders who are tasked with supporting AAAs and APD offices in the transition to the ONE eligibility system. The Change Leaders are meeting monthly to receive training. These Change Leaders will also be reporting back to the Directors with information on how the system is working. Cheryl added that Angela Munkers will be able to present on this topic next month.


Oregon Disabilities Council (ODC)Commissioner King reported that ODC had a joint meeting with GCSS where they recognized former Commissioners. The next ODC meeting is on November 14th with a very full agenda. Additionally, he reported that they are getting closer to filling the council, with several people waiting for appointment. Senate Bill 1534 UpdateJenny Cokeley, OHCC Special Projects Coordinator, reported that the SEIU 503 Training Partnership is submitting the orientation curriculum for approval on 11/8/19 and the core training on 12/10/19. All curriculum must be reviewed and approved by the Commission. It will be reviewed by the internal curriculum review committee first (consisting of Commissioners, OHCC staff, and APD, Office of Developmental Disabilities Services, and Oregon Health Authority policy experts) and then the Training Partnership will present their curriculum at the Training Committee and the DD/MH Committee meetings. OHCC staff will then take it to the Commission meeting with the recommendation to approve, deny, or revise.

The next task on the SB 1534 project plan is to develop a process for monitoring training quality and outcomes related to mandatory training provided by the SEIU 503 Training Partnership. The first brainstorming meeting is scheduled for November 22, 2019. The meeting is scheduled for two hours and then it will be determined if further meetings are needed.

Jenny reported that OHCC is partnering with Publications and Creative Services to help develop the communication plan and statewide campaign to educate people about SB 1534. The goal is to have a cohesive, visually engaging, and consistent message. They are preparing a creative brief that OHCC will use as the foundation. They will then hold focus groups to test the language and visual design of the messages. Commission members will have the opportunity to be part of the focus groups, as well as other commission and committee members, consumers, and providers. The focus groups will be facilitated by an objective, third party entity. She stated that they are still working on the PowerPoint presentation as a way of educating stakeholders.

The SB 1534 steering committee met on 10/18/19. They made the decision that workers who have an active provider number and are applying for an additional provider number (for example, an HCW who also wants to be a PSW) are exempt from taking orientation and core training if they have previously completed orientation and core training, effective 1/1/21 or later.

The SEIU 503 Training Partnership will launch a pilot within the next few months (dependent on the curriculum review process). It will begin in Clackamas County.


The Training Partnership is working with the APD offices, Community Developmental Disabilities Programs (CDDPs), and brokerages in that area. The pilot will then rollout to Douglas, Jackson, Josephine, Coos, and Curry counties. By September 2020, they will have the pilot in all counties, ending with Multnomah County. Jenny asked Commissioner Moore who she would like listed as the contact person for their area who she could introduce to Sara Edwards with the Training Partnership. Commissioner Moore said she would follow up with an email to Jenny. The Training Partnership made the decision to postpone rolling out the pilot for the incumbent seminar until June of 2020.

Commissioner Volpe asked if an HCW with a current provider number would need to take the core curriculum. Jenny responded that they would need to complete the incumbent seminar, unless they have a current OHCC certification, in which case they would not need to complete the seminar. The core curriculum is for new providers who enroll after January 1, 2021 or later. In response to a question from Commissioner Wentzell, Jenny stated the incumbent seminar will be 12 hours. Commissioner Wentzell asked if that would be held over two days and Jenny responded that she doesn’t know the format yet since the curriculum has not been submitted. Commissioner Johnson asked if the orientation curriculum would be ready for review by the Commission at the December meeting. Jenny reiterated the process of first review by Patrick Van Orden and then the internal review committee. At the same time, the Training Partnership will be presenting it to the DD-MH and Training Committees. After that, it will go to the Commission. Cheryl reiterated that Commissioners will be involved in the internal review process because there will not be time to review the entire curriculum in the Commission meeting. Commissioner Wentzell asked for a copy of the current orientation materials for comparison purposes with the new curriculum. Jenny reminded Commissioners that the new curriculum will be a combination for both HCWs and PSWs. Commissioner Wentzell also requested hard copies of the new training curricula as it comes in. Commissioner Johnson asked if there is a current process for monitoring and tracking outcomes of training that will be adapted for monitoring the Training Partnership classes. Roberta Lilly, Registry and Training Manager, responded that beyond observation and written evaluations, there is not a system. Cheryl shared that OHCC has been in communication with Washington state to discuss how they handle monitoring of the training.

Based on requests, Jenny said she would get printed copies of current homecare and PSW orientation materials and new curriculum submissions as they arrive, to Commissioners Wentzell, McEwen and Volpe.


Homecare Worker Benefit Trusts Quarterly UpdateKatie Coombes, Interim Director for the Oregon Homecare Worker Supplemental & Benefits Trusts, shared that Cal Labbe, former Trust Director stepped down at the end of her tenure. The Trust is actively recruiting for her replacement and will be interviewing candidates over the next few months. They hope to have a new Trust Director to introduce at the Oregon Home Care Commission meeting in February. On behalf of the Commission, Cheryl expressed her appreciation for the outstanding work Cal accomplished. She also commented on how responsive Carrie Ford has been.

Katie reported that open enrollment was launched last week, and they are engaged in helping workers through that process.

In the Supplemental & Benefits Trusts’ report, she highlighted the following: Enrollment numbers held steady for the last year, from open enrollment to

open enrollment. This indicates to her that workers are reaching out more to the Trusts.

An increase in number of Medicare-eligible participants who are accessing supplemental benefits.

The Supplemental Trust Healthcare Enrollment Team’s goal is to reach 800 participants through education events and seminars on benefits. As of November 6th, 750 individuals had already participated, with event dates running into December. This is an increase in the number of people participating in educational events compared to the past.

Finally, she noted that the Trust team has actively reached out to communities whose first language is not English, by hiring seasonal staff who are fluent in Korean, Arabic and Somali and translating materials into those languages, in addition to the current resources they have in Spanish and Russian.

Commissioner Wentzell asked what the new co-pay amount is on the benefit card. Katie replied that she knew it had increased to cover the increase in deductibles but needed to verify the amount. She said she would email the answer to Cheryl to forward to the Commissioners.


Workers’ Compensation ReportKelly Rosenau, Workers’ Compensation and CPR Training Coordinator presented the quarterly Workers’ Compensation Reports. The reports are based on the 1st fiscal year quarter, from July – September 2019.

The Home Care Worker Compensation Claim Report 37 claims were submitted, which is down. The average age of injured workers was 53. The youngest injured worker was 25 years old; he tripped, fell and injured his

shoulder. The age of the oldest injured worker was 77; he initially filed a claim for

exposure to C. diff and was hospitalized. Kelly had to report that to OSHA. Later, he filed a second claim for hammertoe from reportedly hitting his toe on his consumer’s walker too many times.

The costliest claim came from an HCW who lives with and works for her mother. She was gardening and in response to her consumer’s call, was returning to the house when she tripped over a flower bed and fractured her wrist. Although gardening is not a covered task, it was determined by the SAIF attorney that it would be covered by Workers’ Compensation because she was responding to her employer to perform a covered task.

The Personal Support Worker Compensation Report 11 claims were submitted. The average age of the injured worker was 47. Six of the claims were nondisabling. The youngest injured worker was 23; he was struck by a golf cart. This was

also the costliest PSW claim. The oldest injured worker was 64; this individual tripped over a curb. The #1 cause of injury was being struck or injured by another person. The #1 injured body part was the neck.


Employer Resource Connection (ERC) Quarterly Business Report (QBR) Referral and Contractor Quarterly Narrative ReportsNancy Janes, Employer Resource Connection Coordinator, reported that the Newly Eligible List has been improved to increase efficiency and accuracy.

The QBR Referral Report covers the 3rd Quarter, from July – September 2019. The total number of consumers receiving ERC services was 363.

o 85 of those were from the newly eligible listo 278 of those were Case Manager referrals to ERC consultants

Nancy encouraged the Commissioners to read the APD/DD STEPS Quarterly Narrative Report for some great success stories submitted by the ERC Consultants.

She reported that the Request for Proposals (RFP) Review was completed on 10/15/19.

RFPs were received from: Creating Opportunities Umpqua Valley disAbilities Network South Coast Employment Business Corporation Independent Living Resources (Portland)

Letters of Intent were received from: Oregon Cascades West NW Senior and Disabilities Services Lane Council of Governments

Training/Registry ReportRoberta Lilly, Training and Registry Manager, gave a Mental Health First Aid workbook to Commissioner McEwen and said she would bring others as she was able to get them. Commissioner Moore said she had some at her office that she could bring in. Roberta passed on a copy of the Oregon Administrative Rules policy on Community RNs to Commissioner Wentzell that she had requested. Roberta offered to provide a copy of that information to anyone else who was interested.

Roberta referenced the Monthly Training and Registry Call Activity report. She reported that additional information is going to be added to this report, specifically data on Mental Health First Aid, COMPASS and cohort classes. She asked Commissioners to let her know if there is other data that they would like to see reported in the future. Roberta reported that OHCC is now contracting with the following counties to


provide Mental Health First Aid training:

Multnomah Washington Marion

Participants who complete all eight (8) hours not only receive Mental Health First Aid certification for the class, but those hours also count towards their Professional Development Certification (PDC). They are also paid their training stipend for attending. The Portland classes will be partially reserved (16 out of 25 seats) for OHCC and the other participants will be other community-based individuals. Roberta will report back on how that model works at the next meeting.

Testing on the updates to the Registry and Referral System will take place on 12/2/19. The most significant change will be the process for password resets and the requirement to have an email. OHCC will be providing support for those workers who do not currently have an email.

Commissioner Volpe asked how often the Registry is updated for workers’ availability. Roberta responded that once workers meet the qualifications to be available on the Registry, they are solely responsible for keeping their availability updated. Cheryl added that if providers list themselves as available for referral, but don’t update their information within 90 days, they drop off the Registry. Commissioner Volpe expressed his continued struggle with finding a HCW. He said that he contacted several workers with the skills he is looking for, and none of them responded back. Roberta said that OHCC does coach workers to always respond to calls through trainings such as Ready, Set, Work!, Keeping it Professional, and the orientations. She recognized that there are workers who do not respond. Cheryl reminded Commissioners to let OHCC know if there are non-responsive providers and OHCC staff will follow up with them, as they have done in the past.

Elevate: Your Career Path Through Quality Training, the new Training newsletter was shared with the Commissioners. Roberta informed Commissioners they would be added to the newsletter email list unless they request otherwise.

The newsletter is available on the OHCC website, via email, or in hard copy format. Accessing the newsletter online offers a more robust experience with live links and interactive features. On the homepage, there are options to go to information about Certifications, Pro Tips, Resources. The title, ‘Pro Tips’ was borrowed from ODDS who uses the term in eXPRS so it will be familiar to PSWs. Pro Tips are little snippets of information OHCC wants to highlight for workers and will vary in subject.


Resources are for workers that provides information such as contacts for the Benefits and Supplement Trusts, Registry, and Orientations. Resources will be updated frequently. Roberta highlighted the option on the homepage that takes you directly to the page offering classes in languages other than English. New core classes in Vietnamese will be offered in November. Roberta noted that the newsletter now meets ADA standards for font and color contrast. Roberta also pointed out the At-A-Glance pages which provide all the classes offered by city in a calendar format. Another advantage of the online version is the ability for OHCC staff to submit articles ahead of time, without having to format them. When it is time for a new newsletter, the publishing department pulls the information they need and formats it to fit the newsletter. Additionally, if there is an error, it can be corrected online, and it will automatically update the information in the newsletter that people access online. The newsletter in printed form will be on white paper with gray tones and black print for improved contrast.

Cheryl said that the newsletter received high praise recently from a Union member leader at a workforce event OHCC staff attended. The Union is also encouraging their members to pursue Professional Development Certifications. There is detailed information about PDCs in the newsletter. Cheryl passed on Commissioner McEwen’s request for a chart summarizing the description of the different certifications and their respective rates, noting that it would be good to include in the newsletter.

Roberta informed the Commission that the Enhanced Certification is being updated. The current certification involves four (4), 6-hour days in the classroom but the updated version will be a blended model of online and in-person classes. There will be three shorter days in the classroom with online offerings in-between those sessions. The online and classroom content will reinforce each other. It will also include a pre-knowledge check, demonstration of major skills, and assessments. OHCC has contracted with OSU for Enhanced Certification. Roberta noted that they went back to the original workgroup recommendations in this update process. Commissioner Johnson suggested highlighting this work on the APD Case Manager Tools > Homecare Worker page and in Fariborz’ monthly report. Traditional Health Worker ReportYetu Dumbia, Traditional Health Worker Program Coordinator, shared a document listing the different Traditional Health Worker Commission and Subcommittee roles. Yetu noted that out of the seven Traditional Health Worker types, that OHCC is responsible for training two of those- Personal Health Navigators (PHNs) and Community Health Workers (CHWs).

The Traditional Health Worker Commission Retreat was held on October 28-29,


2019. Bylaws were reviewed and updated. Strengths and weaknesses were discussed. Accomplishments and pending projects were reviewed. Much discussion centered on the recruitment of new Commission members. Subcommittee roles were a major topic since much of the Traditional Health

Worker Commission (THWC) progress relies on the subcommittees. THWC’s role and interaction with CCO 2.0 was discussed.

Yetu shared that she met last month with the PHN workgroup made up of individuals from OHCC, Kaiser, and Providence. At that meeting, topics that will need to be covered were discussed. PHNs and CHWs are similar, but PHNs tend to be mostly clinic-based. Due to that, there are different rules and guidelines that need to be covered in the curriculum. The group is hoping to partner with the NextSteps agency for the training. Yetu invited Commissioners to attend a demo at the next THWC meeting. The NextSteps training would be mobile which affords workers a lot of flexibility. Commissioner Wentzell asked what the pay rates are for CHWs and PHNs. Yetu responded that it depends on the individual agencies, but that typically CHWs earn $18-$21 per hour and PHNs earn $15-$23 per hour. Cheryl said that the healthcare providers they have been working with are looking for a diverse, skilled workforce to hire. One of the challenges for them has been finding individuals who are fluent enough in English to work in the healthcare setting. The OHCC workforce may potentially be a good source for filling these positions. OHCC Training unit is also working on offering English classes to help OHCC’s workforce improve their employment opportunities. The class would be customized with terminology specific to language used by OHCC and on the job. Cheryl added that OHCC already has an instructor who is a certified English for Speakers of Other Languages (ESOL) instructor.


Executive Director ReportCheryl Miller, Executive Director of the Oregon Home Care Commission, shared the following information about the curriculum review process.

The Contribution Agreement with the Training Partnership is as follows:

Submit curriculum to be reviewed to OHCC by the 10th of the month. Present to the Training Committee on the 4th Wednesday of the month. Present to the DD/MH Committee on the Wednesday before the Commission

meeting. Present to the Commission on the 1st Thursday of the month.

Commissioner Johnson asked if this is the schedule that will be followed for December. Cheryl answered that they have made accommodations around the holiday dates as able. Training will hold their meeting a week early in December, and the DD/MH meeting will be held as regularly scheduled on 12/3/19. They will not meet on 1/1/20. She started to share the different Training Partnership curriculum deadlines but needed to get clarification on those. She will follow up with Jenny and communicate those with the Commissioners.

Cheryl explained that the internal review committee will all receive the curriculum and give their feedback to Jenny to share with the Training Partnership. Cheryl spoke to the high level of experience the internal review committee has with curriculum development and review.

She then shared the Executive Director Report for the month of October.

The Oregon Home Care Commission continues to be actively involved in training homecare and personal support workers, community health workers, consumers, and seeking opportunities to increase the homecare workforce.

Some of the special projects OHCC has been involved in include: Interviewing for the Complaint Resolution team.

Multiple Senate Bill 1534 meetings – A current topic has been around what happens if a worker does not meet the mandated training requirements. Cheryl stated that one very important goal for this project is clear, concise and understandable communication and guidelines. In addition to the workers, this communication includes conversing with people involved in the internal systems, the field structure, case managers, etc.


Senate Bill 855 – a draft report from the workgroup meeting was sent out to multiple parties, including the Commissioners, for review and comments. It has been reviewed and approved by Mike Mccormick and is ready for distribution to the Legislature.

ERC Request for Proposals (RFP) Review panel was held and contracts are being awarded.

Referral & Retention Benefit- was added per the collective bargaining agreement. Cheryl has been talking with Rachel Hansen from SEIU about reestablishing the Registry workgroup. The first meeting is scheduled for January 16, 2020. The plan is to start with the work that was already completed in the past and then move ahead from there. Cheryl will be sending Rachel the names of people who were involved in the Registry workgroup. She asked anyone who was interested in being part of this process to let her know. She noted that Washington state has two registries. Commissioner Johnson asked if the Commission needs to decide on how this is handled. Cheryl responded that this is something that the Commission needs to decide. She can provide the language in the Constitution and statute, but the Commission is responsible for deciding what they want to do with this information, and she will follow their guidance. Commissioner Wentzell asked if the registries in Washington are both robust ones. Cheryl responded that she is unsure about that. Commissioner Volpe requested to add this topic to the December Commission meeting agenda. Cheryl said she would send out the Constitutional and Statutory language on this if needed. Commissioner Johnson asked if the Commission needs to seek legal counsel on this topic. Cheryl said she would follow the direction of the Commission.

Traditional Health Worker curriculum draft has been sent to Publications and contract requests were sent to the Office of Contracts and Procurement to hire a few training specialists.

Registry upgrades. Cheryl referred to information already provided by Roberta.

Executive Director routine meetings include: APD Central Management Team. APD Service Equity Steering Committee. Office of Developmental Disabilities Services (ODDS) Management Team.

Oregon Home Care Commission Minutes November 7, 2019 of 21 African American Management Employee Resource Group. One-on-one meetings with APD Acting Director, Mike McCormick.

Labor/Management meetings: Monthly Joint Issues Committee, 3rd Wednesday of each month at 3 PM.

Commissioners are welcome to attend the meetings. Monthly, standing meeting with DHS Labor Relations Director to discuss

grievances. Member Resource Center and DHS Labor Relations Director monthly in-

person meeting to review complaints and grievances.

Cheryl referenced a list of General management activities that is representative of the ongoing work with OHCC staff but is not exhaustive.

Other activities include:

Universal Provider Number ProjectMapping sessions just finished, and that information will be used to help complete the next report. Cheryl is looking at potentially using another report that was completed already for the December meeting.

Public Law ConferenceSeveral OHCC staff members attended the Public Law Conference and picked up valuable information. The conference is held every two years. Cheryl encouraged Commissioners to attend the next conference and said that OHCC would pay for them to attend. All the sessions are led by one of the Department of Justice attorneys or other outside presenters.

Background Check Unit Rules Advisory Committee (RAC)The next RAC meeting is 11/13/2019 from 1:30 – 4:00 PM at the Background Check Unit offices. The RAC centers around changes that are related to Senate Bills 725 and 809, background checks and Long-Term Registry. Cheryl offered copies of the bills to anyone who was interested. One of the discussion points that she wants to make sure Joe Espinoza, DHS Labor Relations Director, is aware of was about representation of workers who are terminated and the process around that.

AdjournmentThe meeting was adjourned at 1:31 PM by Chair McEwen.


2019 Attendance RecordName Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov DecGuedon E E P I I E E I E E PJohnson X X X X X I E I I I IKing P PMayfield P P P E I IMcEwen I I I I I I E I I IMoore I I E I I I E E I E ISchwartz-VanZandt E P E E

Volpe I E I I I IWentzell I I P I I I E I I P IE=Excused, U=Unexcused, I=In-Person, P=Phone, effective 3/1/18

Attachments: Agenda October 3, 2019 Minutes Home Care Commission Budget Report 17-19 Biennium Sept. 2019 Integrated ONE System Phased Rollout Oregon’s Plan to Streamline the Eligibility Process SB 1534 Update talking Points Supplemental & Benefits Trusts Report Trusts Statistical Report Homecare Workers’ Compensation Claims Report Personal Support Workers’ Compensation Claims Report Employer Resource Connection Quarterly Business Report: Quarter 3 APD/DD Employer Resource Connection Quarterly Narrative Report Traditional Health Worker Commission and Subcommittee Roles Training and Registry Call Activity Report OHCC Training Report Executive Director Report for October 2019

Home Care Commission Minutes November 7, 2019 - Oregon · Web viewOregon Home Care Commission...

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Transcript of Home Care Commission Minutes November 7, 2019 - Oregon · Web viewOregon Home Care Commission...